Your mailbox is not a CRM.

Adding an email to a CRM used to be a decision somebody made. Now it is a sync. That removes the data entry, and it removes the moment a human decided whether the message belonged in a team system at all. Real inboxes are messy, and the architecture has to assume that rather than hope otherwise.

Inside

• The default: every message arrives held, and team visibility has to be earned.
• Three gates - the mailbox owner's own exclusion rules, an AI decision about the sender, and a separate AI decision about the thread.
• What happens when the classifier is down, over budget or unsure: the mail queues instead of opening.
• Why the target release puts "your boss cannot read this thread unless they were on it" in the data model rather than in a policy.
• What is stored, what is purged after the seven-day review window, and which German commercial letters keep a six-year retention floor under Section 257 HGB.
• The German deployment pack: employee information, a Betriebsvereinbarung template with purpose binding, processing-register input, and a generated AI egress table.
• Twelve questions to put to any email-ingestion product - answerable with system behaviour, not with the phrase "enterprise-grade privacy".

Written for the people who approve a connected mailbox together: IT, security, legal, the data-protection officer and the works council.

The paper describes the target release. Its own Section 12 states which guarantees depend on work that has not shipped yet, rather than presenting the plan as a finished product.